Request for Proposals

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1 City of Sonora Request for Proposals City of Sonora Microenterprise Technical Assistance Program Lead Technical Assistance Consultant City of Sonora Community Development Department 94 N. Washington Street Sonora, CA (209) SUBMITTAL DEADLINE FRIDAY, AUGUST 28,

2 I. INTRODUCTION The City of Sonora (City) has received authorization from the California Department of Housing and Community Development to utilize Program Income to fund its Microenterprise Technical Assistance Program (Program). The Program is targeted for small businesses and is designed to stimulate growth and create new private enterprise jobs that will improve the economic conditions of residents in the community. The Program provides technical assistance to eligible persons starting a business or expanding an existing business within the City of Sonora. The City is requesting proposals from qualified Consultants/Consultant agency to serve as the Lead Technical Assistance Consultant (Consultant) for the program. The Consultant is to provide business technical assistance services in a manner satisfactory to the City and consistent with any standards required as a condition of using these funds. II. PROJECT CONTACT All inquiries regarding the RFP process and the scope of work should be directed to: City of Sonora Rachelle Kellogg Community Development Director 94 N. Washington Street Sonora, CA (209) Fax (209) All inquiries/questions may be submitted anytime up to August 20, Responses will be provided via or telephone on or before August 24, III. CONSULTANT QUALIFICATIONS 1. Consultant must show a minimum of 5-years related experience in providing technical assistance as included within the scope of work. 2. Consultant must have experience in and the ability to hire additional business Consultants and specialized business Consultants to provide one-on-one technical assistance, as requested by the City of Sonora. 3. Consultant services are to be provided either at the business location or the Business Assistance Center located in the City of Sonora. 4. Consultant must be available to meet with City Staff at 94 N. Washington St. as requested by the City. 5. Consultant must obtain and provide a Dun & Bradstreet DUNS number to the City if awarded the contract. IV. PROPOSAL SUBMISSION The proposal must be formatted in accordance with the instructions of this RFP. Promotional materials may be attached, but are not necessary and will not be considered as meeting any of the requirements of this RFP. All proposals are to be delivered in a sealed envelope with the project title and Consultant s name clearly printed on the envelope face. A minimum of four (4) copies of the proposal are to be provided. Proposals must 2

3 be addressed to the City of Sonora Community Development Department at the above address. All proposals and accompanying materials shall become the property of the City of Sonora upon submittal. Costs incurred in the preparation of the proposal will not be reimbursed. Proposals must be received by 4:00 p.m. on August 28, The City will not accept proposals submitted after the above date and time, and will return any unopened proposals which are received late. Postmarks will not be accepted. Fax, telephone, telegraphic and proposals will not be accepted. The City reserves the right to award a contract to the firm or individual that presents the proposal which, in the sole judgment of the City, best accomplishes the desired results. The City reserves the right to accept or reject any and all proposals. Any disputes or complaints should be addressed to the City Administrator by calling (209) V. CONTENTS OF PROPOSALS Each proposal should be limited to specific discussions of the elements outlined in this Request for Proposals. The intent of this RFP is to encourage responses which meet the stated requirements, and which propose the best methods to accomplish the work within the budget. The Proposal is to be limited to 25 (single-sided) pages, including all attachments. All proposals must be dated and signed by a representative authorized to enter into contracts for the proposing Consultant. Consultant is expected to examine all provisions, specifications, and instructions included in this RFP. Failure to do so will be at the Consultant s risk. Costs for services shall be stated in the format as requested herein. The organization of proposals should follow the general outline below: 1. Transmittal Letter The transmittal letter should include the company name, contact name, title, mailing address, address, phone and fax number, and original signature of an individual with authority to negotiate on behalf of and to contractually bind the proposing Consultant, and who may be contacted during the period of proposal evaluation. 2. Table of Contents 3. Introduction Furnish a brief history of their firm and qualifications as it relates to the services requested until this RFP. In addition, Consultant should demonstrate an adequate understanding of the work requested in this RFP document. 4. Management Plan and Technical Approach Proposing Consultant must prepare an explanation of the project management system and practices to be used to assure that the project is completed within the scheduled time frame and that the quality of the required products will meet the City of Sonora requirements. The plan is to include a technical discussion of the Scope of Work. 5. Staffing The Consultant must describe the qualifications and experience of each professional who will participate in the project. Any changes in personnel assigned or their general responsibilities under this project are subject to the prior approval of the City. 6. Consultant Qualifications and References The proposal must include a description of Consultant s previous experience in providing the requested services. Especially important is knowledge of, expertise, and experience in CDBG Microenterprise Assistance Programs. 3

4 The proposal must describe the nature and outcome of projects previously conducted by the Consultant which are related to the work described within this RFP. Description is to include a client contact name, address, phone number, a description of the type of work performed, approximate date on which the work was completed and professional staff that performed the work. Provide a list of references; include a minimum of three local government clients. Furnish names and phone numbers of contact persons for each reference and a brief description of the services provided. 7. Cost Proposal The cost proposal must include an hourly rate for services to be provided under this RFP. Hourly rate is to include salaries, fringe, office space, utilities, communications, reproduction/printing, supplies, materials, mileage and travel expenses. If a contract is entered into as a result of this RFP the rate shall be fixed for the term of the contract. 8. Non-Federally Debarred Submit proof of your organization s Federal Non-Debarment status. VI. EVALUATION CRITERIA City Staff shall review each proposal and, if necessary, will conduct an interview with the Consultant's project management and key personnel of the most qualified firm(s). The proposals must adhere to the instructions and format as specified in this RFP. False, incomplete, or unresponsive statements in a proposal may be sufficient cause for its rejection. City Staff shall rate each Consultant s proposal and identify the rank of proposals in a selection order based upon the following criteria: Rating Items 1. Consultant's specialized experience, qualifications and technical competence as related to the services required. (25 points possible) 2. Candidate's demonstration of a clear understanding of the project as evidenced in their written and/or oral proposal. (25 points possible) 3. Candidate's past record of performance including control of costs, quality of work and completion in a timely manner. (25 points possible) 4. Candidate's cost proposal. (25 points possible) VII. SELECTION PROCESS Upon completion of the rating of the Consultant firms by the City, City Staff will make a recommendation of Consultant selection to the City Council. The City Council will make the final selection of the project Consultant and authorize City Staff to negotiate and execute a contract. The City reserves the right to award a contract to the firm or individual that presents the proposal which, in the sole judgment of the City, best accomplishes the desired results. The City reserves the right to accept or reject any and all proposals. The City of Sonora hereby notifies all proposing Consultants that it will affirmatively ensure that in regard to any contract entered into pursuant to this RFP, disadvantaged business enterprises and minority business enterprises will be afforded full opportunity to submit proposals in response to this invitation, and that 4

5 proposing Consultants will not be discriminated against on the grounds of race, religion, creed, medical condition, color, marital status, ancestry, sex, age, national origin or disability in consideration of award. In addition, the City of Sonora requires that any Consultant or consulting firm hired by the City to perform any work activity does not discriminate against any employee or applicant for employment because of race, religion, religious affiliation, creed, physical or mental condition, color, marital status, familial status (# or ages of children) ancestry, sex, age, national origin, sexual orientation or other arbitrary cause. The successful Consultant will be required to enter into and sign a formal contract with the City, which contract will be in effect for the duration of the contract period. The City has a standard contract agreement which includes all CDBG provisions and requirements that will be used for this project and the selected Consultant will be required to agree to the terms contained within. The terms and conditions of this Request for Proposal as well as the Consultant s proposal, and any modifications to said proposal agreed to in writing by both parties shall become a part of the contract. Time is of the essence in awarding the contract. The City reserves the right to cancel any intent to award and proceed to the next Consultant if the selected Consultant does not execute the project contract within two weeks after the notification of intent to award and contract is received. Assignment by the successful Consultant to any third party of any contract based on this RFP, without prior written approval of the City, is strictly prohibited. The City has the authority to terminate the contract upon written notice to the Consultant at any time during the period of the project if the City finds that the Consultant s performance is not satisfactory. VIII. SCOPE OF WORK The City is seeking a Consultant for its Community Development Block Grant (CDBG) Microenterprise Technical Assistance Program, funded solely through the CDBG program. All activities funded through this Program must meet the CDBG Program s National Objective of benefiting low-income persons, as defined by HUD. All services provided by the Consultant are to be restricted to low-income persons who have been prescreened by the City and determined eligible to receive services through the Program. Consultant services are free to the enrolled participant. The Consultant selected by the City will be responsible for performing the required duties for this program as outlined below: 1. Program Startup Consultant and staff will meet with the City to receive training on specific Program requirements, procedures and implementation. Consultant will finalize all procedures and documents prior to providing consulting services to eligible Program participants. 2. Consultant Procurement Consultant will procure any additional Consultants required by the City to meet the needs of the Program participants. 3. City Consultation - Consultant will meet with City Staff to discuss each enrolled participant s business deficiency/needs, how, and by whom, they will be assisted, business s responsibilities, list of deliverables and timeline for completion. 4. Technical Assistance - Consultant is to provide one-on-one business assistance training, designed to meet their particular needs, to enrolled participants. Technical assistance may include, but is not limited to, business and marketing plan development, budgeting and financial management, web site and social 5

6 media development and other services related to the start up or expansion of a microenterprise. The assistance is to be provided either in the participant s place of business or the Business Assistance Center. For microenterprises currently operating in the City of Sonora, the Consultant will meet with them a minimum of one time at their place of business. Consultant is to guide participants in resolving their specific business issues. Consultant is to monitor participant s progress and report status to the City. 5. Technical Assistance Micro Loans For those enrolled participants who have completed their technical assistance and are interested in applying for a Micro Loan through the Microenterprise Financial Assistance Program, Consultant shall determine if they have the capacity to obtain a loan. Consultant will meet with the City to discuss possible loan applicants and provide additional business training to enrolled participant to facilitate the preparation of financial/business documents needed to obtain a loan. Consultant will assist in the final preparation of their Business and Marketing Plan which must be submitted with the loan application. 6. Additional Consultant shall refer possible Program clients to the City for eligibility screening. Consultant is to gather and report data from participants as requested by the City. IX. FEES AND METHOD OF PAYMENT Consultant will invoice the City on a monthly basis. Payments will be made on the basis of satisfactory performance of work completed by the Consultant as determined by the City. Invoices must include all services provided and clients served by hours. Invoices are to include an itemized breakdown of Consultants hours charged to the program during the billing period by services rendered and clients served. Final payment to the Consultant will only be made when the City finds that the work performed by the Consultant to be satisfactory and the final work product and documents submitted meet the tasks of the project and accepted by the City. Processing of payments is made in accordance with the City s adopted purchasing policy. Regular City Payment terms are net 30 days approximate. Expedited payments can be made upon cash discounts. All invoices and requests for payment are to be mailed to: City of Sonora Community Development Department 94 N. Washington Street Sonora, CA X. INSURANCE REQUIREMENTS Consultant shall carry sufficient insurance coverage to protect contract assets from loss due to theft, fraud and/or undue physical damage as per the requirements of 24 CFR The successful Consultant will be required to maintain, throughout the term of the contract work, insurance of the type and amount indicated in the City of Sonora s Standard Insurance Requirements as follows: 1. General Liability Insurance Such coverage shall be for $1,000,000 per occurrence, $1,000,000 in aggregate naming the City of Sonora, its officers, officials, employees and volunteers as additional insured. 6

7 2. Workers Compensations Insurance shall purchase and maintain, during the term of this Agreement, Workers Compensation Insurance for all employees working on the Project, with limits not less than $1,000,000, if applicable. These policies shall be in strict compliance with California State Laws. 7

8 EQUAL OPPORTUNITY STANDARD CDBG CONTRACT LANGUAGE: ALL CONTRACTS AND SUBCONTRACTS 1. The Civil Rights, HCD, and Age Discrimination Acts Assurances: During the performance of this Agreement, the Grantee assures that no otherwise qualified person shall be excluded from participation or employment, denied program benefits, or be subjected to discrimination based on race, color, national origin, sex, age, or handicap, under any program or activity funded by this contract, as required by Title VI of the Civil Rights Act of 1964, Title I of the Housing and Community Development Act of 1974, as amended, and the Age Discrimination Act of 1975, and all implementing regulations. 2. The Training, Employment, and Contracting Opportunities for Business and Lower Income Persons Assurance of Compliance: a) The work to be performed under this Agreement is on a project assisted under a program providing direct Federal financial assistance from the Department of Housing and Urban Development and is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u. Section 3 requires that to the greatest extent feasible, opportunities for training and employment be given lower income residents of the project area and contracts for Work in connection with the project be awarded to business concerns which are located in, or owned in substantial part by persons residing in the area of the project. b) The parties to this Agreement will comply with the provisions of said Section 3 and the regulations issued pursuant thereto by the Secretary of Housing and Urban Development set forth in 24 CFR Part 135, and all applicable rules and orders of the Department issued thereunder prior to the execution of this contract. The parties to this contract certify and agree that they are under no contractual or other disability which would prevent them from complying with these requirements. c) The Grantee will send to each labor organization or representative of workers with which he has a collective bargaining agreement or other contract or understanding, if any, a notice advertising the said labor organization or worker's representative of his commitments under this Section 3 clause and shall post copies of the notice in conspicuous places available to employees and applicants for employment or training. d) The Grantee will include these Section 3 clauses in every contract and subcontract for Work in connection with the project and will, at the direction of the State, take appropriate action pursuant to the contract upon a finding that the Grantee or any contractor or subcontractor is in violation of regulations issued by the Secretary of Housing and Urban Development, 24 CFR Part 135 and, will not let any contract unless the Grantee or contractor or subcontractor has first provided it with a preliminary statement of ability to comply with the requirements of these regulations. e) Compliance with the provisions of Section 3, the regulations set forth in 24 CFR Part 135, and all applicable rules and orders of the Department issued thereunder prior to the execution of the Agreement shall be a condition of the Federal financial assistance provided to the project, binding upon the Grantee, its successors, and assigns. Failure to fulfill these requirements shall subject the Grantee, its contractors and subcontractors, its successors, and assigns to those sanctions specified 8

9 by the grant or contract through which Federal assistance is provided, and to such sanctions as are specified by 24 CFR Part State Nondiscrimination Clause: 1. During the performance of this contract, contractor and its subcontractors shall not unlawfully discriminate against any employee or applicant for employment because of race, religion, color, national origin, ancestry, physical handicap, medical condition, marital status, age (over 40) or sex. Contractors and subcontractors shall ensure that the evaluation and treatment of their employees and applicants for employment are free of such discrimination. Contractors and subcontractors shall comply with the provisions of the Fair Employment and Housing Act (Government Code, Section et seq.) and the applicable regulations promulgated thereunder (California Code of Regulations, Title 2, Section et seq.) The applicable regulations of the Fair Employment and Housing Commission implementing Government Code, Section 12990, set forth in Chapter 5 of Division 4 of Title 2 of the California Code of Regulations are incorporated into this contract by reference and made a part hereof as if set forth in full. Contractor and its subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement. 2. This contractor shall include the nondiscrimination and compliance provisions of this clause in all subcontracts to perform work under the contract. The Contractor hereby agree to abide by the requirement of executive order and all implement regulations of the Department of Labor. 9

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